Receptionist

Job Description

Job Description

GENERAL OVERVIEW OF JOB 

The Receptionist is responsible for providing clerical and administrative support to ensure that St. Mary’s Montessori School services are provided in an effective and efficient manner. As the first point of contact for our families and visitors, you will provide exceptional customer service, manage daily operations at the front desk, and support our staff in creating a nurturing environment for our young learners.

RESPONSIBILITIES AND DUTIES

The essential functions of this job and the tasks required to support them. 

1. Students & Parent Relations:

• Consistently strive to meet all responsibilities of customer service, guiding and nurturing the school community. 
• Demonstrate an understanding/knowledge of basic Montessori philosophy. 
• Function as a reference person and exemplar for students, families and staff.
• Recognize and respect appropriate parent/ student/ staff confidentiality.
• Possess strong conflict resolution skills and the ability to handle difficult situations with professionalism and composure.
• Encourage parental involvement and support student's relationship with the family by:

• Providing opportunities to appreciate student's families as a part of Montessori program.
• Using information about families' culture and offering students PENDING

2 Responsibilities and Duties 

• Proficiently use Microsoft Office Suites (Word, Excel, PowerPoint, Outlook) for various administrative tasks.
• Assist with clerical work, including filing confidential documents, photocopying, and data entry.
• Maintain and update school records and databases accurately.
• Maintain a tidy, clean and organized reception area/front entry.
• Schedule and coordinate appointments and meetings
• Monitor the front desk which includes, answering phone, scheduling appointments, typing minutes, organizing office files, taking messages
• Oversee that the check-in and check-out procedures for students are being followed in accordance with CA Title 22.
• Manage the sign-in/sign-out process for visitors, ensuring security protocols are followed.
• Create maintain and update all student records in compliance with Community Care Licensing [CA Title 22]
• Update allergy, medication and photo release lists of children as needed
• Provide the highest level of customer services to maintain strong relationships with our families
• Help administrator manage relationships with all school vendors
• Serve as a liaison between parents, teachers, and administration, ensuring clear and effective communication.
• Create tour and enrollment packets (always having 10 packets ready).
• Enter each new enrollment and wait list student into ProCare and give payments to the Administrator after following the set process.
• Prepare and distribute school communications, such as newsletters, emails, and announcements.
• Uphold the school's policies and procedures, always maintaining a high level of confidentiality and professionalism.
• Children’s enrollment files to be completed prior to their start date, pictures (parents and child) taken, and all information updated in their files and ProCare. 
• Interact with the students in a friendly and supportive manner using student’s names with calm tone of voice.
• Follow policy and procedures for all of the students’ activities and follow all regulatory agency standards. 
• Report to the Head of School any signs of illness, injury or abuse of students. Take appropriate action in any emergency situation. 
• Maintain sanitary standards for self and students. 
• Maintain accurate attendance records of students. 
• Responsible for corresponding with outsourced teams to troubleshoot basic IT issues, which are often part of administrative roles (e.g., ProCare systems, TNN, IDS, etc.)
• Ability to clarify the distinction between daily and occasional tasks to help prioritize duties and responsibilities.

4. Other Staff Duties. 

• Support Head of School and Assistant Director in preparation for meetings and school events as directed. 
• Consistently and regularly attend work as scheduled. 
• Complete other duties as assigned by the Head of School /Assistant Director.
• Assist with the cleanup and maintenance of student areas as needed.
• Attend scheduled Staff meetings, workshops, open houses and parent events as requested. 
• Be able to step in and assist in a classroom when schools need to meet student-to-staff ratios.

Employees may be assigned additional duties and responsibilities beyond their job description as needed. These duties may vary from time to time. Such assignments are expected to be within the employee's skills and capabilities and contribute to their professional development.

1. EDUCATION / WORK EXPERIENCE: 

The MINIMUM required to perform this position. 

• High School Diploma
• 1-2 years of experience in a receptionist or administrative role
• Experience working in a preschool or educational setting
• Basic knowledge of childcare regulations and policies
• Proficiency in Microsoft Office Suite and basic computer skills. (Mandatory)

1. ABILITIES AND SKILLS: 

Special abilities the position requires. 

• Flexible/adaptable to constant change. 
• Work independently with minimal supervision.
• Ability to prioritize, organize and plan work under own initiative.
• Strong tact and diplomacy; interacts with and works cooperatively with students, parents, and staff.
• Skill in obtaining, clarifying, and exchanging information
• An understanding of relevant school policies and procedures. 
• Strong organizational skills and attention to detail.
• Analytical and problem-solving skills. 
• Computer skills including the ability to spreadsheet and word processing programs at a highly proficient level. 
• High volume of task management, excellent communication, and interpersonal skills. 

1. PERSONAL ATTRIBUTES: 

• Be honest and trustworthy 
• Be respectful 
• Possess cultural awareness and sensitivity 
• Be flexible initiative, and reliable
• Demonstrate sound work ethics
• Able to request additional training in areas that need improvement. 

1. MENTAL AND PHYSICAL DEMANDS: 

The mental discipline and physical requirements that occur regularly in performing the job duties. 

• Reading/interpreting • Customer service • Driving company vehicle 

instructions • Reasoning/judgment • Problem-solving 

• Language skills • Carrying • Repetitive motion

• Detailed work • Standing • Reaching 

• Confidentiality • Kneeling • Sitting

• Basic Math • Attendance • Lifting 10-40 lbs.

1. EXPOSURE TO: 

• Moderate hazards (cleaning chemicals/ MSDS provided in breakroom)

• Childhood illnesses 

• Heat/cold 

• Noise 

1. SUPERVISION: 

The amount of supervision this position requires: Daily/Limited Supervision 

1. CONTACT WITH OTHERS: 

Parents Regularly 

Government/state Agencies Rarely 

Administration Regularly 

Staff & Students Regularly 

1. Reporting Responsibilities

Reports to

Head of School / Assistant Director

The above information is intended to describe the most important aspects of the position. It is not intended to be 

construed as an exhaustive list of all responsibilities, duties, and skills required in order to perform the work.